Minutes COVID-19 Preparedness Meeting of City and District Council held on Thursday 12 March 2020 at 2pm in the Guildhall Chamber.

In attendance:

Councillor Michaela Boyle (Mayor) (In the Chair); Aldermen Bresland, Devenney, Guy, McClintock, McCready, McKane and Warke; Councillors J Barr, R Barr, J Boyle, Carr, Cooper, Burke, Donnelly, Duffy, Durkan, Farrell, Ferguson, Fleming, Harkin, Hunter, Kelly, Logue, Mc Cann, McCloskey, McGuire, McKeever, McKinney, Mellon, Mooney, Reilly and Tierney.

John Kelpie (Chief Executive), Stephen Gillespie (Director of Business and Culture), Karen McFarland (Director of Health and Community), Karen Phillips (Director of Environment and Regeneration), Oonagh McGillion (Director of Legacy), Kevin O’Connor (Head of Business), Aeidin McCarter (Head of Culture), Barry O’Hagan (Head of Leisure and Community Development), Seamus Donaghy (Head of Health and Community Wellbeing), Frank Morrison (Head of Capital Development and Building Control), Maura Fox (Head of Planning), Eamon Molloy (Head of Planning Performance and Improvement), Conor Canning (Head of Environment), Alfie Dallas (Lead Finance Officer), Mary McLaughlin (Human Resources Officer), Ellen Cavanagh (Lead Democratic Services and Service Improvement Officer), Denise McDonnell (Lead Assurance Officer), Rachael Craig (Strategic Business Manager), Adele McCourt (Communications Officer), Martin Daly (Emergency Planning Officer) and Paul Jackson (IT Manager).

Apologies

None.

1. Welcome and Introduction

The Mayor welcomed everyone to the meeting and thanked Members for agreeing to convene to discuss and agree Derry City and Strabane District Council’s preparedness and organisational readiness to respond to demands from the COVID- 19 pandemic.

2. COVID-19 Preparedness

The Chief Executive of Derry City and Strabane District Council, Mr John Kelpie and other senior officers provided members with a detailed power point presentation on the key organisational impacts and mitigations in place in respect of the coronavirus.

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The presentation outlined that advice, guidance and data was being provided by the Public Health Agency, the World Health Organisation and regional and local civil contingencies structures. Mr Kelpie explained that the Council was working on a range of identified planning assumptions such as a high absenteeism rate and a high demand on some Council services such as burials, general registration and refuse collection. Mr Kelpie explained that that this projected demand surge and staff shortage would impact on Council’s ability to deliver core services. Mr Kelpie outlined the Council’s duty to protect staff and citizens from the virus. He explained that Business Continuity Plans and Business Impact Analysis were being finalised, critical services were being mapped, a strategic risk register and situational reporting arrangements were being established.

The Lead Assurance Officer provided Members with details of the civil contingency structures in . The Human Resources Officer provided Members with a briefing on the information, advice and support that was being provided for staff. She explained that the section was monitoring staffing levels to enable workforce planning, continually deploying measures to promote employee’s health and wellbeing and tracking key staff that may be vulnerable. Mrs McLaughlin also outlined current NJC guidance which outlined that any COVID-19 absences would not impact sick pay entitlements.

The Director of Environment and Regeneration explained that the critical services for the Environment and Regeneration Directorate were Burials, Cemetery Services, Refuse Collection Services, Dangerous Structures and Property and Fleet. Mrs Philips added that all other services such as planning, building control, regeneration, capital development and parks will be provided for as long as possible depending on workforce availability.

The Director of Business and Culture outlined the key initial impacts within his directorate would be on events and the operation of the Guildhall, Alley Theatre and Tower Museum. Mr Gillespie said that the Council needed to consider events such as St Patricks Day, the Jazz Festival, Strabane Half Marathon, Strabane Summer Jamm and the Foyle Maritime Festival 2020. Mr Gillespie stressed the impact cancelling events would have on the local economy and the financial impacts on Council. He said that any decision would have an effect on contracts to providers and also some 3rd party events and grant aid. IT services were also highlighted as a critical service to enable home working and remote access to services.

The Director of Health and Community outlined that the key critical services within her Directorate were the registration of Births, Deaths and Marriages. She said decisions needed to be taken in relation to the opening of Leisure Centres and Community Centres. She referred to the need to make decisions on programming, the ongoing delivery of statutory and regulatory services such as Environmental Health and the additional work with Foyle Port in terms of infection disease control.

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The Lead Finance Officer explained that any closure of services would have an acute financial impact in relation to revenue generation. Mr Dallas explained that Council services create, on average a revenue stream of £140,000 a week and any disruption to this will have an impact on reserves and the capital plan.

The Communications Officer outlined that a dedicated Council web page had been set up to provide information to citizens in relation to COVID-19 protection measures and information on Council Services. Mrs McCourt added that daily updates would be provided to Members and daily social media updates are being provided for citizens. Mrs McCourt added that the Communications team were able to support Members with any media queries that may arise.

Referring to other corporate implications, Mr Kelpie explained that whilst all operational decision making is deferred to the Chief Executive in any emergency planning situation, he was developing a mechanism to rapidly consult with Members to facilitate communications and collegiate decision making.

Mr Kelpie said that if any Member of staff was diagnosed with the coronavirus the building would need to be closed for a deep clean. As a contingency, the Chief Executive sought Members approval to close Strabane Civic Offices and Brandywell centre immediately so that they could be held in reserve should any of the other Council buildings have to be closed.

3. Members Discussion

The Mayor thanked the Chief Executive for the detailed presentation. She advised that she fully supported the recommendations as the Council had a duty of care to its staff and citizens. She said that she was going to clear her diary for the next few weeks and also postpone any scheduled tea-dances. Mayor Boyle added that she wished to host a meeting with statutory, civic partners and community resilience officers to consider the response and support for those who are vulnerable, self- isolated and living alone.

Councillor Sandra Duffy said that she supported the recommendations as presented and commended the Chief Executive and officers for the measures presented to flatten the demand and protect life. Ms Duffy added that decisions needed to be made in relation to community centres shortly and there was a need to communicate with community organisations. Following a query raised by Councillor Duffy, Mr Kelpie provided assurance that staff will be enabled to work from home if they cannot attend work due to schools being closed.

Councillor Reilly thanked the Chief Executive and the officer team for the preparedness to date. He said the SDLP supported the recommendations as

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presented and the delegated decision making authority to the Chief Executive in an emergency situation. Councillor Reilly said the SDLP would work with the Chief Executive to ensure that the decision-making process and response is as rapid as possible.

The Chief Executive reiterated his preference to engage and communicate with all Members in any major decisions and recommended that a further Special Council meeting would be held the following day.

Councillor Harkin outlined the need for a collaborative all-Ireland strategy to fighting the virus. He referred to the impact school closures will have on working parents and grandparents who are vulnerable. He outlined the need to take affirmative action in the closure of centres and queried what kind of support will be provided to self- employed and retail staff.

Responding, the Chief Executive clarified that any member of staff who is ill or is off due to caring responsibilities is required to engage with Human Resources to make arrangements yet the presumption is that they will be off with full pay.

Councillor McKinney endorsed the proposed closure of two sterile buildings as back- up contingency for the continuation of Council services and queried whether there were any checks on people arriving at City of Derry Airport. Mr Kelpie advised that this was a decision for the CODA Operations Board who will be adhering to regional airport guidance. He outlined the key risk in terms of a rapid fall in bookings and revenue generation. Mr. Kelpie said he would confirm at the next meeting whether temperature checks are being carried out at City of Derry Airport.

Alderman Hilary McClintock outlined her party’s full support for the Chief Executive’s delegated decision making. She said that measured and proportionate leadership was required at this time. Mrs McClintock said that her party was in full support of closing down the buildings as recommended as a contingency and agreed that there was a need to get other statutory partners engaged to ascertain their support to citizens in these unprecedented times.

Councillor Gary Donnelly highlighted the need for cross border collaboration in mitigating the impacts of the virus, he queried whether there were enough cemetery spaces and added that all Councillors needed to be included in the decision making process. Mr Kelpie, in response outlined that based on the current planning assumptions there were enough burial spaces, if needed.

Councillor Paul Gallagher referred to the mobilisation of the Irish Army and the implications that this would have on freedom of movement within the City Region. He added that the approach to mitigate the impact of the virus needs to be on an All- Ireland basis. Councillor Gallagher outlined his support for the retention of a

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cleansed office and said he was keen to ensure that all Councillors were engaged in decision making.

Alderman Guy referred to the decision by the Irish Government to close schools and reinforced the need for an aligned approach. He referred to the inadequacy of the employment support allowance for the self-employed affected by the virus. Alderman Guy also suggested that community centres should be closed to prevent the spread of infection.

Councillor Duffy suggested that Members should take a decision on the closure of facilities at the Special Meeting arranged for the following day. She referred to the staff within the centres who were unclear on what to do and that vulnerable groups – such as dementia groups were attending meetings at community centres. Mrs Duffy said that the Council needed to communicate and engage with them to provide assistance and support.

AGREED: Council’s Human Resources advice to be shared with the managers of Community Centres. (Director of Health and Community)

Councillor Ferguson outlined her support for the delegation of decision making and agreed that a decision needed to be made the next day in relation to leisure centres. Ms Ferguson was also given assurance that the General Registration Service are working to move more services online.

Alderman McCready referred to his experience managing crisis in the military. He urged the Council to make timely decisions and to empower the Chief Executive in order to preserve life. The Mayor agreed with Alderman McCready she said that the Council should not delay decision making as the Council has a duty of care to its citizens and its staff.

Councillor Mellon reinforced the need for an all-Ireland approach.

Councillor Boyle outlined that the Northern Ireland Executive were meeting following the COBRA meeting and would issue a statement later this evening. He added that councillors were engaging with MLAs in relation to many queries raised by Members.

Councillor Kelly referred to panic buying and sought for Council to provide reassurance in relation to the supply chain of fuel and food.

Alderman Devenney outlined his preference that a decision would be made at the meeting that more Council buildings would be closed. He said that the schools in Northern Ireland should be closed in line with the approach adopted by the Irish government.

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Councillor Harkin agreed that schools in Northern Ireland should be closed and said that it was prudent for the Council to be risk averse to spreading infection.

On the proposal of Councillor Duffy, and seconded by Councillor Gallagher the Council unanimously AGREED:

 To close the Strabane Civic HQ Offices and the Brandywell Centre  To postpone all Mayor’s Tea Dances  To reconvene the following day (Friday 13 March) at 10am to make decisions on the closure of leisure centres, community centres and pending Council events.

4. Close

Thanking all the members for their participation, the Mayor declared the meeting closed at 4pm.

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